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COLUMBIA COUNTY BOARD OF COMMISSIONERS APPROVED: July 21, 2009 AMENDED: December 15, 2015 September 19, 2017 September 21, 2021 June 21, 2022 TOPIC: Hiring Process Policy Number 204.1 POLICY SECTION: Human Resources Page 2 of 5 6) Ads to be placed in local newspapers, trade publications and professional journals will be developed and placed by the Human Resources Department with assistance provided by the affected department. Funding of all general advertisements will be through the Human Resources Department budget. 7) Applications shall be submitted to the Human Resources Department using the online County Employment Application form. Applications are received from the time the position is advertised until the close of business each Friday unless the period has been extended due to holidays. If business hours are changed, Human Resources will advertise during the revised time period. A resume will not be accepted in lieu of a completed application. A candidate will not be considered without a timely submitted, complete application form. The application will be kept on file for two years and may be used to consider an applicant for all positions for which he or she might be qualified. Internal candidates interested in applying for other positions within the County must complete the online employment application form for any positions desired in the County. 8) No applications for a position are accepted after the published closing and/or receipt date. If there is not a sufficient pool of qualified candidates at the closing date, the position may be re-opened and re-advertised or remain open until filled. 9) The Human Resources Department or an outside agency may screen all applications received to ensure the applications are complete. Human Resources can assist departments by selecting qualified candidates to be interviewed for the vacant position. 10) Applications of qualified candidates will be made available through the applicant database to the supervisor of the advertised position or forwarded to the affected department by email, in a PDF, on disc, or by hard copies. Human Resources can provide the applications to an outside agency for review as well as assist with scheduling candidates for interviews. 11) Applicants may be disqualified for employment consideration when 1) they do not possess the qualifications for the job; 2) they have demonstrated an unsatisfactory employment record or personal record as evidenced by information contained on the application form or by the results of a reference check; 3) they have made false statements of any material facts or practiced deception in their application; 4) they are physically, mentally or otherwise unable to perform the essential functions or duties of the position with reasonable accommodations; 5) the applicant is not within the legal age limits prescribed by law; or 6) the applicant does not meet employment eligibility requirements. ---PAGE BREAK--- COLUMBIA COUNTY BOARD OF COMMISSIONERS APPROVED: July 21, 2009 AMENDED: December 15, 2015 September 19, 2017 September 21, 2021 June 21, 2022 TOPIC: Hiring Process Policy Number 204.1 POLICY SECTION: Human Resources Page 3 of 5 INTERVIEW PROCESS The employment interview is part of the selection process. The primary function of the interview is to obtain data or to assess certain knowledge, skills and abilities of a candidate not available through review of applications. Certain guidelines will be observed to maximize the validity and reliability of the interview process as well as ensure the adherence to current EEO requirements. The Human Resources Department or outside agency shall provide guidelines for the interview process, including selection of panel members, scheduling candidates, development of interview questions, etc. 1) The interview panel will be selected by the hiring department. A minimum of three individuals may serve on the interview panel. The interview panel shall consist of personnel who have expertise with the elements of the position and the panel should ensure objectivity and job knowledge. Relatives or applicant personal friends will be excluded from the panel. a) Reasonable accommodations shall be made for disabled applicants to allow participation in the interview process. 2) The Department Head or Supervisor of the department in which the position vacancy exists, or the outside agency shall be responsible for the development of interview questions and standards for measurement of candidate responses. Consistency will be maintained in the questions asked of all candidates. The questions must be job related and designed to measure job knowledge, experience and education or to solicit responses that reflect those personal traits that are job related. Questions pertaining to race, sex, religion or marital status or other inquiries that directly or indirectly disclose such information are prohibited. Any questions that would indirectly divulge an applicant's age, national origin or other discriminatory factor shall be made in strict accordance with Law. 3) Inquiries as to birth date and proof of age are permitted as long as there is no explicit or implied preference for persons who are under forty (40) years of age and such inquiries are based on job requirements. 4) Inquiries as to an applicant's ability to read, write or speak foreign languages are permitted when such inquiries are based on job requirements. 5) Inquiries about whether an applicant has certain specified sensory, mental or physical disabilities which relate reasonably to fitness to perform the particular job, or whether an applicant has any disabilities or health problems which may affect work performance or which the employer should take into account in determining job placement are permitted. Other general inquiries that would tend to divulge disabilities or health conditions which do not ---PAGE BREAK--- COLUMBIA COUNTY BOARD OF COMMISSIONERS APPROVED: July 21, 2009 AMENDED: December 15, 2015 September 19, 2017 September 21, 2021 June 21, 2022 TOPIC: Hiring Process Policy Number 204.1 POLICY SECTION: Human Resources Page 4 of 5 reasonably relate to fitness to perform the job are not permitted. 6) Each member of the interview panel scores the candidates independently. 7) Following the interview, the interview panel shall attempt to reach consensus and send the interview results and recommendations to the Human Resources Department or outside agency. If consensus cannot be reached, the final candidates, including their and weaknesses, will be reported to the hiring authority. REFERENCE CHECK 1) Before any offer of employment is extended, it is recommended that Human Resources, the hiring supervisory or an outside agency conduct all personal, background and reference checks on the final candidate(s). The information will include verification of employment, dates of employment, position responsibilities, work record, attendance record, weaknesses and other position related information. 2) No reference check or background investigation will be conducted without first notifying the applicant of the investigation. 3) Certain positions may be required by the Human Resources Department to undergo a thorough background check by a designated individual/agency. 4) Results of the reference check and/or background check will help determine the applicant's fitness for the position. APPLICANT NOTIFICATION 1) After a candidate has been selected, the Department Head or Supervisor of the position that is being interviewed notifies Human Resources of the selected candidate. 2) Human Resources may extend the employment offer on behalf of the hiring Department and will request that the offer be accepted or rejected within a set number of days. 3) If the first offer is rejected, it will be decided whether to hire another candidate within the applicant pool or to re-advertise the position. 4) After a candidate accepts the employment offer, candidates who were interviewed are notified by phone or in writing by the interviewer that they were not selected for the position. Human Resources can assist the hiring department with correspondence to candidates who were not selected. ---PAGE BREAK--- COLUMBIA COUNTY BOARD OF COMMISSIONERS APPROVED: July 21, 2009 AMENDED: December 15, 2015 September 19, 2017 September 21, 2021 June 21, 2022 TOPIC: Hiring Process Policy Number 204.1 POLICY SECTION: Human Resources Page 5 of 5 APPOINTMENT An employment confirmation letter should be forwarded to the final accepting candidate outlining the terms of employment. The letter is prepared and mailed by the Hiring Department or Human Resources stating all appointments are contingent upon satisfactory completion of a post-offer of employment physical and drug screening, motor vehicle record and criminal background review. Within three days of the new hire employment date, and upon completion of Form I-9, Human Resources will submit a request through the E-Verify Employment Eligibility Verification system. Human Resources will immediately receive notice if the employee has received 1) Employment Authorization, 2) SSA Tentative Non-confirmation, or 3) DHS Verification in Process notice. The State of Georgia, in conjunction with Homeland Security, implemented this employment eligibility requirement July 2007. APPLICANT EXPENSES 1) Unless approved by the County Manager, the County does not reimburse any applicant for travel costs in conjunction with the hiring process. 2) Relocation costs are paid in full by the Employee unless otherwise budgeted and approved by the County Manager. 3) The applicant should be advised of items 1 and 2 above before the interview. ---PAGE BREAK--- COLUMBIA COUNTY BOARD OF COMMISSIONERS APPROVED: July 21, 2009 TOPIC: Hours of Work Policy Number 205.1 POLICY SECTION: Human Resources Page 1 of 2 I. PURPOSE To establish a policy setting uniform hours of work for Employees. II. POLICY Normal working hours for Employees are eight hours, from 8:00 a.m. to 5:00 p.m., five days per work week, with a one hour unpaid lunch period. This does not include personnel engaged in shift work. Employees are expected to be at their work location and ready to begin work at the beginning of their work schedule. The lunch period will be scheduled to allow for continuous staffing of all offices with at least one person. Employees may receive, but are not required to have, a rest period of not less than fifteen (15) minutes, on the County's time, for each four hour work period. Rest periods should be scheduled as near as possible to the midpoint of each four hour work period. The County shall provide each Employee working normal business hours with one hour for a meal break between the third and fifth hour of each shift. All rest breaks and lunch breaks shall be arranged by the Employee at the discretion of his/her Supervisor. The standardization of working hours is necessary to provide: a) Continuity in access by and service to the citizenry. b) Facilitation of teamwork. c) Facilitation of Supervisory assistance. Occasions may arise when the service to the citizen can be improved through the adjustment of an Employee's work hours. The Department Manager shall obtain approval of the Division Director for the adjustment in work hours, except for lunch period. Individual requests for adjustment of working hours for personal reasons must be evaluated in light of the effect on the criteria enumerated in items a-c above. Advance notice of anticipated tardiness is expected; notice of unavoidable tardiness is expected when possible. Failure to do so will be construed as an unexcused absence. Notification by another Employee, friend or relative is not considered acceptable except in an emergency situation where the Employee is physically unable to make the notification. Daily attendance records will be maintained by each department including date and time absent and reason for absence. Attendance shall be a consideration in determining promotions, transfers, ---PAGE BREAK--- COLUMBIA COUNTY BOARD OF COMMISSIONERS APPROVED: July 21, 2009 TOPIC: Hours of Work Policy Number 205.1 POLICY SECTION: Human Resources Page 2 of 2 satisfactory completion of probationary periods and continued employment with the County. Frequent tardiness or other attendance irregularities shall be cause for disciplinary action. This may take the form of progressive discipline, including written warning, suspension and termination. Hours for part-time and certain occupational groups of Employees may vary from the normal office hours noted above due to the nature of their duties and will be determined by the appropriate Department Manager or Department Head.